Popular in Course
verified elite notetaker
Popular in Business
This 3 page Document was uploaded by an elite notetaker on Monday December 21, 2015. The Document belongs to a course at a university taught by a professor in Fall. Since its upload, it has received 10 views.
Reviews for YouSendIt-Case-Study--Basin-Electric
Report this Material
What is Karma?
Karma is the currency of StudySoup.
You can buy or earn more Karma at anytime and redeem it for class notes, study guides, flashcards, and more!
Date Created: 12/21/15
Case Study Basin Electric Power Cooperative Electric Power Cooperative Deploys YouSendIt to End E-Mail Outages and FTP Frustrations Basin Electric Power Cooperative Basin Electric Power Cooperative, headquartered in Bismarck, N.D., is one of the largest electric generation and transmission cooperatives in the United States. With 135 member rural electric systems, the not-for-profit cooperative operates with eight subsidiaries and a staff of 2,000, who serve some two million customers. Its engineers regularly generate very large files that each total hundreds of megabytes. Drawings, diagrams, inspection photographs and Situation and Challenges other documents need to be exchanged internally and with subsidiary locations. Basin Electric Power Cooperative, headquartered in Bismarck, N.D., is one of the largest Additionally, the organization’s marketing electric generation and transmission cooperatives in the United States. With eight and public relations department subsidiaries, the not-for-profit cooperative operates with a staff of 2,000, who serve produces books, annual reports and other some two million customers. The organization’s 135 member rural electric systems publications that require collaboration extend across Colorado, Iowa, Minnesota, Montana, Nebraska, New Mexico, North with designers and printers. Dakota, South Dakota and Wyoming. Basin Electric also operates the nation’s only coal T heP roblem gasification plant. Engineers who design and build power plants for Basin Electric subsidiaries consistently • Employees would send 200-300 generate very large files that each total hundreds of megabytes. Drawings, diagrams, megabyte files that would clog the system to the point that the inspection photographs and other documents need to be exchanged internally and with organization had no e-mail access subsidiary locations. Additionally, the organization’s marketing and public relations for 30 minutes at a time. department produces books, annual reports and other publications that require • Some files, as large as one gigabyte, collaboration with designers and printers. All of these files consume a tremendous would destroy server files. amount of digital space. Basin Electric’s two fulltime photographers, for example, use • Files often were too big for the cameras with resolutions exceeding 10 megapixels that produce photos of 60 to 75 recipient’s system to accept. megabytes each. And in some instances, the marketing staff assembles multiple articles • FTP use required time-consuming with graphics into a single document, producing an exceptionally large file. instruction from IT staff. Engineers and other staff had tried to deliver these digital files by e-mail or FTP, but • Employees had to decide when to use these methods were troublesome and often tied up the entire organization’s ability to FTP and when to try e-mail. communicate. “Every week we receive and send nearly 350,000 e-mails,” said Basin Electric Senior T heS oluTion Desktop Application Analyst Greg Schuchard. “We had no limit on the size of e-mail • With YouSendIt Corporate Suite, Basin Electric gained a digital attachments that we allowed, so people here would send 200-300 megabyte files that file delivery capability that was would slow up our system to the point that we had no e-mail access for 30 minutes at a time. One person tried to send a 1 gigabyte file attachment, and it destroyed files on the transparent to its staff, easy to use server. I had to spend six hours rebuilding the server with help from Microsoft.” and easy to administer. • The YouSendIt Microsoft Outlook Furthermore, even when staff succeeded in sending out large attachments, the files often plug-in made it as easy to send a large were too big for the recipient’s system to accept. file as it is to send an e-mail message. The FTP server presented other problems. First, it left the decision up to users when to • The e-mail system administrators and use e-mail if a file exceeded the recommended limits. Additionally, it dictated an entire support staff took back time usually set of its own instructions to explain how to move a file to the FTP site and how to pull the spent troubleshooting the email file down. “FTP is just not transparent to the user,” Schuchard explained. “This is not an system or training end users. IT shop; it’s an office. We have accountants, photographers and others who do their job HR and accounting gained the ability well, and they don’t want to have to do someone else’s job, too, to deliver a file.” to transmit sensitive files securely and easily. In the human resources and accounting groups, employees also were having difficulties with software that encrypted very sensitive files relating to healthcare, salaries, benefits and other topics so that they could be e-mailed securely. The software provider did not intend to upgrade the application to be compatible with Office 2007. © 2010 YouSendIt. All rights reserved. Case Study Basin Electric Power Cooperative Electric Power Cooperative Deploys YouSendIt to End E-Mail Outages and FTP Frustrations Solution I was looking for In the fall of 2009, Schuchard began looking for a solution to these issues that would be so easy for staff to use that they would hardly know they were using it. “I wanted a solution to automatically to come up with an alternative for sending large e-mails with zero or minimal decision processes by the user,” he said. “I was looking for a solution to automatically and transfer files that provided seamlessly transfer files with the same security as FTP but that was transparent to the user. I found that with YouSendIt.” better security than FTP With transparency for the user, ease of administration and ease of implementation as and was transparent to his primary criteria, Schuchard had tried out three or four products before discovering YouSendIt. One product he tested never worked. Another would have required him to the user—plus was simple spend hours reading a manual to learn how to set up the application. “I didn’t want to deal with that,” he said. “We don’t contract out for implementation. If I can set it up to deploy and manage. with minimum reference to the manual and minimum calls to support centers, that’s what I pick.” I found that with Why YouSendIt? YouSendIt. Schuchard evaluated YouSendIt’s ease of use and was very happy with the results. ” Greg Schuchard implementation, security and speed. YouSendIt offers a variety of methods to send Senior Desktop Application Analyst files, Outlook plug-in, web, 3rd party application plug-ins and a lightweight desktop Basin Electric Power Cooperative application. As a test, he downloaded the YouSendIt Express Application which allows you to send files from your desktop and sent the executable setup file to a couple of colleagues in his department to let them experience how they would receive YouSendIt messages. He asked them to install and test it with both internal and outside transmissions. “I did screen shots, step by step, showing what they need to do from the first invitation e-mail,” he explained. “With my basic instructions, the average user was able to set up YouSendIt in about five minutes.” Rollout Schuchard met with all of the organization’s administrative assistants, explained YouSendIt and how it would benefit the company, and asked them for lists of people in the organization who should start using YouSendIt from day one. He also e-mailed other staff members to ask them to contact him if they felt they should be candidates for employing YouSendIt. In addition, he examined his e-mail usage reports to determine who was sending large files regularly, adding them to the lists. Today, Basin Electric has installed YouSendIt Corporate Suite on 83 computers. It has become an integral part of the workflow for several departments, including engineering, human resources, marketing/public relations and accounting. With the free plug-in provided by YouSendIt, staff can send large files directly through their Microsoft Outlook application via YouSendIt in the same way they send an e-mail message. The IT department set the automatic file size that should be delivered through YouSendIt and the application takes over from there. © 2010 YouSendIt. All rights reserved. Case Study Basin Electric Power Cooperative Electric Power Cooperative Deploys YouSendIt to End E-Mail Outages and FTP Frustrations Results Since implementing YouSendIt, Schuchard reported, “I have had no issues at all. Before, trying to send large files was really disruptive and often created unnecessary frustrations. Now everyone is happy.” Basin Electric is migrating from the encrypting software previously used by human resources and accounting to YouSendIt. “I had our security team review YouSendIt’s security documentation,” Schuchard said, “and they were very pleased with it.” YouSendIt’s tracking features have proved especially beneficial to the accounting group, which sends bills to multiple customers at the same entity. Receiving an automatic receipt helps ensure the billing process is operating efficiently. Overall, Basin Electric views YouSendIt as a major improvement over its FTP site, and the organization no longer experiences clogs in its e-mail system. “Previously,” Schuchard observed, “if one person’s e-mail attachment tied up the system, the other 1,999 employees would have to wait. Now we can get files through without impacting everyone else.” Schuchard no longer needs to spend hours fixing e-mail outages or instructing users on how to use FTP. “YouSendIt has sped up our e-mail and freed up IT staff, customer support and office support staff.” YouSendIt, Inc. 1919 S.Bascom Ave., 3rd Floor Campbell, CA 95008 866.55U.SEND firstname.lastname@example.org www.yousendit.com © 2010 YouSendIt. All rights reserved.
Are you sure you want to buy this material for
You're already Subscribed!
Looks like you've already subscribed to StudySoup, you won't need to purchase another subscription to get this material. To access this material simply click 'View Full Document'